8 4th of July Parade Funding
CITY OF
CHANHASSEN
ïty Cmttr DriVi, PO Box 147
'nhllSSm, Minorsofa 55317
Phone 612.937.1900
,neral Fax 612.937.5739
;nemng Fax 612.937.9152
ic Safety Fax 612.934.2524
1 www.â.chanhassm.mn.us
8.
MEMORANDUM
TO:
Todd Hoffman, Park and Recreation Director
Tracy K. Petersen, Recreation Supervisor~
FROM:
DATE:
February 1,2000
SUBJ:
4th of July Parade Budget
At the January 25, 2000 Parks and Recreation Commission meeting, the
Commission made a motion to recommend that the City Council fund the 2000
July 4th Parade and that in subsequent years, beginning in 2001, the 4th of July
Parade be included in the City's Sponsorship Program. The motion passed 6·1
with Commissioner Franks voting in opposition.
Discussion of the Parade centered around questions presented in my memo dated
January 10, 2000. Deb Kind, Parade Chairperson, was in attendance at the
meeting and provided the Commission with a written response to my questions.
The City Council should note for their discussions that the Sponsorship Program
attempts to offset many of the costs of operating our community's special events,
The reality is that although the sponsorship donation amounts continue to stay the
same or increase slightly each year, the City's general fund continues to subsidize
the remainder of the costs that are not met through the program.
RECOMMENDA nON
City staff and the Parks and Recreation Commission recommend to the Ci1y
Council that the City fund the 2000 July 4 Parade and that beginning in the year
2001, City staff will incorporate the 4th of July Parade into the Sponsorship
Program.
attachments: January 10,2000 Memo
Deb Kind Letter/Response
Jty of Cbmzhassm. A growing community with c"an /dkes, quality schools, a charminr downtown, thrivinr buIŽntssts, and beauti/ùl parks, A mat .lace to liVi. work. and .Ia.
CITY OF
CHANHASSEN
690 City Cmter Drivt, PO Box 147
Chanhassm, Minnesota 55317
Phone 612.937. 1900
Gmeral Fax 612.937.5739
Engineering Fax 612.937.9152
Puhlic Safety Fax 612.934.2524
Wih www.ci.chanhassmmn.".
MEMORANDUM
TO:
Todd Hoffman, Parks and Recreation Director
FROM:
Tracy K. Petersen, Recreation Supervisor
DATE:
January 10,2000
4th of July Parade Budget
SUBJ:
BACKGROUND
At the December 6, 1999 Truth in Taxation Hearing, Deb Kind, 1999 Parade
Chairperson, was in attendance to discuss the future of the 4th of July Parade
budget. Ms. Kind has indicated that she would like to see the 2000(and future)
parade budgets incorporated in to the City's budget and also included as a part of
the City's Special Event Sponsorship Program. Currently, the parade is
coordinated by a committee of five resident volunteers and is paid for by local
businesses. These local business supporters are contacted separately by the
Parade Committee and are asked to help support the 4th of July Parade.
City staff has provided the Parks and Recreation Commission with some
background information on the other City special events that are currently
included in the recreation department's 145 budget.
Also, in reviewing this matter, Staff has provided the Commission with some
questions to think about regarding the 2000 parade budget.
1. If the parade budget were included in the City's budget, WIDJld the
budgeted dollars be put in Recreation Fund 145 or in another general City
fund?
2. If the parade is budgeted through the City and the parade committee
(made up of resident volunteers) disbands, would the Parks and Recreation
Department be expected to coordinate the parade? .
3. Would businesses involved in the Sponsorship Program contribute more
support if the 4th of July Parade were included in this program? And
would businesses that currently give to both the parade and the City
contribute their parade amount to the City's sponsorship program?
4. If the parade budget were included in Fund 145 of the Recreation budget,
would City parks and recreation staffbe expected to offset the expected
parade costs through the Sponsorship Program?
The City of Challhassfll. A growinJ( community with c"an lakes, auality schools. a charminr downtown, thrivinr businesses, and heauti/ù/ parks. A mat place to livt, work. an
,e
~
5. How much misconception and confusion currently exists with the
businesses and public who are asked to help support both the 4th of
July events and the 4th of July Parade on two separate occasions from
two different organizations?
6. Would the "automatic" funding of the parade by the City enhance or
detract from the parade committee's desire to continue this annual event?
7. The City recreation staff invited local businesses to support its 2000
Sponsorship Program in December 1999. If the parade were incorporated
in to this program, staff would have to go back to all businesses and ask
for more support for a second time. Would this be an appropriate course
of action and would it lead to more confusion?
ACTION NEEDED
The Parks and Recreation Commission is asked to make a recommendation to the
City Council as to whether the 2000 4th of July Parade budget should be included
in the City's 2000 budget and/or whether it should be included in the City's
Special Event Sponsorship Program.
Attachments: Deb Kind Letter
Special Event Funding Report
4th of July
1998:
Revenue:
Expenses:
Total:
Special Event Funding Report
$2,605.57
$31.586.44
-$28,980.87
Halloween Party
1998:
Revenue:
Expenses:
Total:
$1,250.00
$ 1.992.66
- $742.66
Easter EI!:I!: Candy Hunt
1998:
Revenue:
Expenses:
Total:
$0
$ 1.060.18
-$1,060.18
Tree Lil!:htinl!: Ceremony
1998:
Revenue:
Expenses:
Total:
$0
$618.74
-$618.74
February Festival
1998:
Revenue:
Expenses:
Total:
$ 3,781.00
$1 1.697.98
-$7,916.98
1998 Total
Special Events Cost: $39,319.43
1998-1999
1222:.
Revenue:
Expenses:
Total:
1222:.
Revenue:
Expenses:
Total:
1222:.
Revenue:
Expenses:
Total:
1999:
Revenue:
Expenses:
Total:
1999:
Revenue:
Expenses:
Total:
$3,272.80
$32.877.71
-$29,604.91
$1,200.00
$2.552.92
-$1,352.92
$0
$1.338.06
-$1,338.06
$0
$386.26
-$386.26
$3,583.00
$4.481.79
- $898.79
1999 Total
Special Events Cost: $33,580.94
Sponsorship Money Taken In: (through Sponsorship Program)
1998: $25,459.50
1999: $27,232.00
~
~
'.
. ,
, . January 3. 2000 -
, .
Todd Hoffinan.Park & ReI: Ditector
As you know. I brought the iOÓO Parade B~dßet iss,ue to the. city in July of 1999. I waS
hoping it would be included in ~ city's 2000 ~udget and that was the main reason for
my attendance at the Truth in T31Cation Hearing on December 6. 1999. At that meeting'
we decided to include the Parade Budget topic on yout January 25. 2000 Park ðç Rec
,Commissi!>1} agenda. So. I thought I'd send you a little background information to
include in ~e Commiss'ion's meeting packets. '
This July wewiU stage our 5thAnnualJuly 4th Parade in downtown Chanhassen. In JUSt
a few rcia!s the parade as become a very popular event and a tradition for thousands of
Chanhassen residcnts and bw.inesses. (Meets Stral'egie Plan Goal: City Cmter identity ..,
encouráge public events that utilize our city cmter as a primary gathering place'...· support
inter generational activities that encourage peopk to come tog~er as a cO,mmunity.) ,
The parade is coordinated by a committee of 5 resident volunteers and is supported by
the cirY through the cooperation of Park ~' Rec, Public Safety. and Pub1ic Works. 0"
par,¡de day over 35 community volunteets hdp with the execution. We recommend no
changes to this arrangement. (Meets Strategic Plan Goal: Community Involvement-
enCDttrelge volunteers who selþsslyekvote. time 'aiut energy to make otlr community better.)
The seleètion of a parade "Grand Marshal" offers a unique way to recognize outstanding
contributors to our com,munity. Past Grand Mar~hals include: Herb Bloomberg, .
AI Klingdhutz. Dutch Pauly. and Miles Lord. (Meets Strategic Plan 'Goal: Commtmity
involvement - recQr;nize resident! who hav; made our community better.) _
,The cost of the parade has been paid for by local businesses - but 11ß.l through the city's
Special Event Sponsorship Program (the dty invites local businesses to contribute to the
fund each December). In the spring these same businesses arè conracted by the Parade
Committee. Since the parade is an important parr of our July 4th Cêlebration. I feel that
most businesses (and residents) assÌime it is funded the same as othe,r July 4th events
(through the city). For darity. simplicity. arid to diminate duplicate fund-raising efforts.
. I would like to see thi~' misçonception become reality. Plus. since area businesSes have dug
deeper to fund the parade in previous years. I feel that if they were notified about the
fund-raising change. they would conuibute their parade amount to the city's Sponsorship
Program. (Meets Strategic Plari Goal: Cost-ßffictive Quality Services - review cost/benefits uf
each city service to emuri that taxpayers are getting the best value.) .
Thank you for you; consideration. See you at the meeting on January 25th!
~'
Debra Kind
2351 Lukewood Drive
Chanhassen, MN 55~17
612-401-9L81
\
,.Li:,:'. C c~ ?~:::::~i
Attachment: Projected 2000 July 4th Parade COSts
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Projcctcd 2(1()() July ,Üh I'ar.¡dc Costs
BlackShadow's Carriage (Grand Marshal) $300.00
Ken Mar Belgians (City Council) $300.00
Chop Stix & Top Chops $1,800.00
Waconia Band $1,800.00
Zurah Funsters $250.00
Other Music $2,000.00
Award Ribbons $120.00
Binders Oudges & announcers) $40.00
Newspaper Ads $500.00
Misc. Supplies $25.00
No Parking Signs $50.00
PO Box Rental $15.00
Postage $200.00
Printing & Copies at Kinko's $200.00
Signs & Banners $500.00
SoundSysœm $55.00
T oral Costs $8,155.00
January 25, 1999
Park & Rec Commission Meeting Notes
MlÚn Goal:
To have the parade be funded like any other of the city's July 4th events.
'R~!ltnns:
1. Avoids duplicate July 4th fund.raising (businesses think they already contributed
to the parade through the city's special event sponsorship program).
2. Most business and residents assume the parade already is a city-sponsored July 4th event.
3. Supports the city's strategic plan by:
Bringing an intergenerational community together in the downtown area.
Encouraging community volunteerism.
Recognizing outstanding community contributors as our Grand Marshal.
Giving taxpayers a good value (because the parade is supported by business contributions and the
team effort between paid city staff and community volunteers).
Answers to Staff Ouestions:
1. Up to the commission and city council to derermine what budget the funds come from. The parade should be
funded like any other July 4th event.
2. I'm planning to chair the parade commirree for 3 years. The learning curve is over and I expect (hope) the
parade will take less of my time this year. We have a computerized mailing list. We have documented all the
steps in the process and have created a wrirren timeline. The parade will be easier to plan this year and will be
easy ro hand-off to the next chairperson. We have a great group of volunteers that are commirred to the parade
ror the foreseeable future. However, I'm not &"aranteeing there will always be volunteers to organize the
parade. And, I don't think that by agreeing to include the parade in the city's July 4th events, the city is
guaranteeing there will always be a parade. The parade should be like any other July 4th event ... if the city
thinks the fireworks and street dance are important they will go on, if the city thinks the parade is important it
will go on. It's a year-to-year decision.
3. The business community has contributed to the parade in the past, I expect they will contribute in the future.
The only change would be that all July 4th event contributions would now go ro one fund (the city's sponsor-
ship program).
4. The parade should be funded like any other July 4th event.
5. There is a 12Ial.misconception and confusion from businesses and the public. The parade looks like a July 4th
event, walks like a July 4th event, then it musr be like all the other July 4th events. Without exception, when·
ever I explain the current parade funding to residents and businesses they are surprised to find out it is not
included in the city's budger like all rhe other July 4th events.
6. City funding would definitely enhance my commitment to continue on the parade committee. I'm more
inclined to volunteer my time if I feel my efforts are supported by the ciry.
7. The feeling of "going back to ask for more support a second time" is the uncomfortable situation the Parade
Commirree is put in every year. Either way the businesses need be contacred twice. I would like this to be the
last year they are contacted two separate times for July 4th events. A letter from the Parade Committee on city
letterhead might be a nice transition.
Other Questions for the Commission:
8. How does the city decide what special events to sponsor?
Fireworks? Street Dance?
February Festival? Dave Huffinan 51C?
9. Is the parade more or less important than other city special events?